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Rule 38:
Content of Notice of Procurement

Explains what information must be included in a Notice of Procurement.

  1. Each Notice of Procurement must contain all of the information that suppliers need to prepare and submit meaningful responses.
  2. Each Notice of Procurement must clearly identify which procurement process is being used (eg Request for Quote or Registration of Interest followed by a Request for Tender).
  3. Subject to Rule 38.4, each Notice of Procurement must contain the following information:
    1. the agency’s name and address
    2. the name and contact details for the agency’s contact person
    3. a description of the goods, services or works and any technical specifications, plans, drawings or instructions, or a description of the outcomes, including any broader outcomes the supplier is expected to deliver or the agency is seeking to achieve
    4. the quantity (if known) or estimated quantity of the goods, services or works
    5. the estimated timeframe for delivering the goods, services or works, or the estimated length of the contract and any options relating to the length of the contract (eg 3 + 2 + 1 years)
    6. any service levels, response times or other performance measures suppliers will need to meet
    7. any conditions for participating in the procurement process, including any pre-conditions (Rule 28) or certificates or standards the supplier must meet
    8. any limitations on the number of suppliers that may be shortlisted
    9. all evaluation criteria the agency will use to assess responses, including an indication of the relative importance of each evaluation criterion
    10. the deadline and address for submitting responses
    11. any restrictions or instructions on how suppliers are to submit responses (eg faxes will not be accepted), or details of how responses are to be submitted through an e-procurement system
    12. any other terms or conditions relating to the procurement or the procurement process
    13. if the procurement will be conducted electronically (eg using e-tender software), all the information suppliers will need to participate electronically
    14. if the procurement may involve an e-auction, the Rules of the e-auction and all of the information and training suppliers need to participate in the e-auction (Rule 38.4.c and Rule 45).
  4. For a multi-step process, more information or details may be contained in the Request for Tender or Request for Proposal that follows the Notice of Procurement, eg:
    1. a more complete description of the goods, services or works and any broader outcomes being sought
    2. the detailed evaluation criteria the agency will use to award the contract
    3. full instructions on how the e-auction will be conducted.

More information on evaluation criteria

Form of evaluation criteria

The form of the evaluation criteria (Rule 38.3.i.) that you include in the Notice of Procurement will depend on the type of process, eg:

  • for a one-step Request for Tender, you would usually list the criteria you will use to award the contract
  • for a multi-step process, you would usually list in the Registration of Interest the criteria you will use to shortlist suppliers. In the subsequent Request for Tender or Request for Proposal, you would list the criteria that you will use to award the contract.

Relative importance

When listing the evaluation criteria (either in the Notice of Procurement or subsequent RFP or RFT), you must indicate the relative importance of each criterion (Rule 38.3.i.). This is achieved by including the weighting for each criterion or, if you are not using weightings, by ranking the criteria in priority order.

Changes

If you need to change your evaluation criteria during the procurement process, see Rule 42 (Changes to process or requirements).

More information on good practice

It is good practice to include additional information in the Notice of Procurement, such as:

  • details of how you will communicate additional information or changes to the process
  • the contract terms and conditions that will apply
  • the indicative timeframe for the procurement process, eg:
    • deadline for suppliers’ questions
    • dates for shortlisted supplier presentations
    • dates when suppliers will be notified if they have been successful or not
    • dates debriefs will be held
    • anticipated contract start date.

More information on multi-step processes

Rule 38.4 recognises that sometimes in multi-step processess, detailed information can be made available only after shortlisting suppliers.

New Zealand Business Numbers (NZBN)

  • In their Notice of Procurement, agencies should request an NZBN.
  • NZBNs are unique identifiers that have been specifically created for businesses. It’s a way for businesses to identify themselves both in New Zealand and globally. NZBNs are for all New Zealand businesses, big or small, including sole traders, Non-Government Organisations (NGOs) and social enterprises.
  • In procurement, NZBNs can be used to provide standard core business information (e.g. name, address, contact details).
  • NZBNs are not compulsory – suppliers shouldn’t be excluded if they don’t have one.
  • For more information go to the NZBN website(external link).
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